Position Overview: As a Proposal Coordinator-Writer, you will help Hidden Level's Growth Team drive sales.
Location: Syracuse, NY-based Hybrid; East Coast if fully remote
Responsibilities Project/Proposal Coordination- Manage assigned proposals from planning and solicitation analysis through development, review, and submission.
- Develop/manage proposal plans (schedules, compliant outlines, requirements matrices, writing assignments/tasks, roles and responsibilities, color team reviews, etc.).
- Coordinate cross-functional teams and meetings (kickoffs, stand-ups, color-team reviews).
- Monitor progress against the proposal plan, identify risks and issues, and coordinate corrective actions to maintain schedule, compliance, quality, and submission readiness.
- Manage review cycles and track comments, action items, and required revisions through resolution.
Content Creation- Write persuasive, compliant, competitive, and cogent proposal content tailored to customer requirements and evaluation criteria.
- Translate complex technical concepts into accessible proposal content and impactful tables, charts, and images using Microsoft® tools.
- Author and maintain corporate proposal library and technical resume content, coordinating reviews/approvals with functional subject matter experts.
- Maintain configuration management of the document archives and the proposal content library.
AI Tool Implementation for Workflow Improvement- Employ approved AI and proposal automation tools to support efficient proposal development, compliance, reviews, and quality assurance.
- Collaborate with stakeholders to develop, test, and maintain AI-enabled proposal resources, workflows and a centralized prompt library.
- Provide guidance and training on the effective use of approved AI-enabled proposal tools and resources.
Requirements and Evaluation Criteria Analysis- Analyze customer solicitations to identify customer needs and shape responsive content.
- Guide contributors to address customer requirements/evaluation criteria.
- Apply customer, competitive, and solution insights from Capture Plans to strengthen proposal/solution positioning.
Team Collaboration- Communicate effectively with engineers, developers, managers, and other stakeholders to develop customer-focused proposal documents.
- Facilitate timely decision-making, information exchange, and resolution of cross-functional proposal development issues.
- Lead reviews with stakeholders to enhance solution offering, integrate win strategies, and quantify customer benefits.
Quality Assurance- Independently manage multiple projects with minimal supervision, ensuring timely and quality outputs.
- Edit, refine, and format proposal content to meet customer requirements, corporate branding, and applicable style guides
- Prioritize tasks effectively to balance deadlines with quality execution.
What We're Looking For- Self-motivated, creative, and focused on quality execution-managing projects and resources from beginning to end, independently.
- Ability to overcome obstacles and solve complex issues with creative solutions while meeting deadlines and providing progress updates to internal stakeholders.
- Organized and adept project manager who can maintain a high-level of accuracy and attention to detail in a dynamic environment.
- Results-oriented with a passion for continuous process and tool improvement who effectively collaborates with, guides, supports, and influences individuals and teams under tight deadlines.
Required Qualifications- Bachelor's degree in marketing, communications, English, journalism, technical/scientific writing or equivalent experience related to this position.
- 5 -10 years of overall writing experience.
- 5+ years of experience with proposal and/or project coordination/management, supporting multiple projects at a time.
- 3+ years of experience working with Gen AL writing tools.
- Strong analytical skills, coupled with an ability to collaborate proficiently.
- Experience developing proposal graphics, writing content, and editing /formatting large, complex technical and proposal documents.
- Excellent verbal and written communication skills, including proficiency in grammar, punctuation, spelling, and formatting.
- Proactive customer service skills with ability to manage multiple projects simultaneously.
- Proficient in MS Office® (Word®, Excel®, PowerPoint®, Project®, Visio®) and working knowledge of Adobe Acrobat DC and MS SharePoint.
- Ability to obtain security clearance if required.
Preferred Qualifications- Knowledge of the Shipley Associates' capture-proposal process for the defense and international market segments.
Compensation and Benefits: Hidden Level offers a competitive salary and a comprehensive benefits package, including health insurance, paid parental leave, flexible time off, 401(k) with employer contributions, life insurance, disability insurance, and potential stock options.
Salary Range: The salary range for this position is estimated at $95,000 - $120,000 annually. Please note that the salary information is a general guideline only. Hidden Level considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/ training, key skills as well as market and business considerations when extending an offer.
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